Thank you for agreeing to serve as an organizer or speaker for the 2018 JAFOE Symposium. Speakers and organizers representing Japan should contact the EAJ if you have questions about travel arrangements, as all information below is for US speakers and organizers.
  
Travel Regulations

• Funding comes from government grants and must follow federal travel regulations.
• Please read the travel policies below carefully to ensure all travel meets these guidelines.
• More travel policies are available here.

Airfare

• You must use Uniglobe Kentlands Travel to book your flights.
  • They are familiar with Academy travel rules
  • Able to direct bill your ticket to NAE
  • Booking through Kentlands is required by Academy rules regarding government-funded international travel. We cannot reimburse airfares that are not booked through Kentlands.
• Please contact Kentlands at NAS@UniglobeKentlands.com or 800-552-6425 and reference travel code NAE180025.
• We can cover coach-class airfare of US organizing committee members and speakers.
  • Based on a 21-day advance purchase.
  • Round-trip fare is typically around $2000 or less.
  • Round-trip ticket between your home city and Narita International Airport (NRT) .
  • Travel during the official meeting dates.
• If your trip includes travel to another city for other business or travel outside the immediate meeting dates, please contact Sherri Hunter.
• Taking departing flights before 3pm on June 20 is discouraged, as participants are required to stay until the symposium ends at 12noon.
• Please book your flights as soon as possible to get the best fares.
• If you cannot attend the meeting due to an emergency, contact the travel agency or the airline immediately and notify Sherri Hunter. 
• You will be responsible for any change fees due to changes or oversights in your schedule. 
• Tickets that are direct-billed to NAE must be reimbursed if you cancel your attendance. After the reimbursement process is complete, you will be able to use the credit for future travel, minus the change fee.

Lodging

• Your room during the meeting except for incidentals will be direct-billed to EAJ.
• Dates included are check-in on June 17 and check-out on June 20 (3 nights).
• If you cannot return to the US after the meeting ends on Wednesday due to the timing of flights, EAJ will cover a fourth night, June 20.

Other Expenses

• FOE staff will send you reimbursement instructions after the symposium.
• You must submit a travel expense report within 30 days following travel.
• Itemized receipts are required since we reimburse actual expenses only.
• Meals taken elsewhere during the symposium or before the symposium ends, where meals are provided, are not reimbursable.
• Meals taken enroute to the meeting are reimbursable up to the per diem rate.
• Alcohol expenses cannot be reimbursed.
• Internet expenses are not reimbursed.
• If you travel by train instead of by plane, only economy class fares can be reimbursed, and other restrictions similar to those for air travel apply. If you have questions, please contact Sherri Hunter.
• Other reimbursable, non-incidental travel expenses include: 
  • Use of privately owned vehicles (54¢ per mile)
  • Airport parking
  • Tips
  • Tolls
  • To get from the airport to the hotel and to or from your home airport:
    • Because NAE is a nonprofit organization, please consider cost when choosing ground transportation. See Ground Transportation for NRT options. We recommend you check back closer to the travel date to reconfirm times.
    • Sedan service and rental cars are not reimbursable.
    • We can reimburse for ride-sharing services such as Uber and Lyft only up to the comparable cab fare.